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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00170356 |
Description Activated On: 3/27/2026 3:38:27 PM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. Provides administrative support functions for the Pennsylvania Bureau of Veterans Homes (BVH) and administers the admission application process for the State Veterans Homes (SVH) system. Supports the Admissions Administrator, Clinical Administrator, Nursing Administration, and Social Work discipline. |
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Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. 55% Admissions • Administers the process of all applications for admission to a Pennsylvania State Veterans Home in accordance with 43 Pa Code Chapter 7 State Veterans Home. • Assists BVH staff in implementation of new methods and procedures and assists with training as needed. • Supports BVH special projects by extracting and formatting admissions data from AIM and other systems. Helps coordinate special projects related to admissions. • Provides admissions information and guidance to admissions staff at the SVH. • Reviews applications and all additional documents provided for SVH admission. Ensures all necessary documentation is present, complete, and signed. • Confirms veteran status and eligibility for admission and conducts criminal background checks. • Communicates as needed by letter, email, or phone with applicants, their family, or the party with power of attorney to ensure all documentation is appropriate. • Reviews submitted DD 214s and other official military service records to identify qualifying active-duty service, or other qualifying factors, to determine Veteran or Non-Veteran status in accordance with the Federal Veterans Administration, utilizing various systems with the assistance of Veteran Service Officers. • Performs criminal background checks on all admission applications received utilizing the Unified Judicial Pennsylvania Web Portal and Pennsylvania State Police Megan's Law website. • Generates a denial letter for the Bureau Director's signature if the background check reveals the applicant was convicted of any Felony charge in the last 5 years. • Maintains a file of application denial letters. • Scans completed applications into electronic format and uploads the documents to the AIM admissions tracking system. Tracks the status of all SVH applications received. • Receives requests from the Admission Coordinators of an SVH to deny admission. Reviews supporting documentation and prepares a denial packet for review; prepares packets for Headquarters denial requests, and presents prepared denial packets to the Bureau Director for approval/disapproval. Prepares denial letters to scan and forward to the SVH Admission Coordinator. • Prepares admission denial appeal response letters for the Deputy Adjutant General (DAG) for Veterans Affairs signature block, present to the Bureau Director for review, distribute to the DAG for Veterans Affairs for signature, and mail the response to the appropriate requester. 30% Office Support • Provides administrative assistance and clerical support for the BVH clinical team, including Clinical Administrator, Nurse Administrators, and Social Work Discipline Coordinator assisting in daily office needs and managing administrative activities. • Takes and distributes meeting minutes, manages schedules for BVH clinical team, coordinates meeting arrangements, and prepares reports. • Manages travel arrangements and reimbursement requests, including airline, automobile, hotel, and conference reservations for both in-state and out-of-state travel for the BVH clinical team. • Schedules appointments with internal and external parties, ordering supplies, sorting and distributing correspondence, and maintaining appropriate filing systems. • Gathers homes’ Infection Control data and prepares reports for leadership, in accordance with weekly reporting requirements. • Opens incoming BVH mail and distributes it to appropriate staff. • Generates correspondence, files documents, and performs other clerical support duties. 15% Customer Service • Answers phones and assists callers and visitors with various items including the status of applications, applicants' placement on SVH waiting lists, points of contact, and other general information. • Takes messages and refers callers to appropriate headquarters or SVH staff members. Other Standards Maintains positive constructive working relationships with co-workers; remains aware of the needs and sensitivities of others. Conducts job duties in compliance with established Commonwealth, DMVA, BVH, and SVH policies, guidelines, and procedures. Performs work in accordance with the DMVA general safety rules and safety rules for this position. Immediately reports all workplace injuries or incidents to the supervisor; and/or immediately corrects any safety hazards in the work area or reports same to supervisor. Supports QAPI efforts by attending all assigned QAPI training; following established policies and procedures in support of QAPI efforts; participating in PIP teams as assigned; sharing ideas for improvement in the organization; and supporting QAPI efforts both verbally and non-verbally, including adjusting performance and practice in accordance with QAPI initiatives and findings. Follows standard precautions and enhanced barrier precautions. Uses required PPE such as gloves, masks, gowns, goggles, face shield, hearing protection, foot protection, etc. Performs other related duties as required. **Must possess a valid federal or state-issued photo ID and pass a favorable NCIC screening for admittance to Fort Indiantown Gap.* **Percentages are based on approximate time of day-to-day activities, not responsibility. |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. Work is performed with considerable independence and minimal review, however changes in operational standards, procedures, and work policies are discussed in detail with the Admissions Administrator prior to implementation. Periodic conferences are held with the Admissions Administrator to provide updated information, discuss significant projects and initiatives, and develop new goals and strategies related to the admissions process and services. |
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Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: Licenses, registrations, or certifications: 1. OTHER 2. N/A 3. N/A 4. 5. 6. |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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